Administrative Assistant

  • 8800 Page Ave, St. Louis, MO 63114, USA
  • Full-time

Company Description

Vi-Jon is one of the nation’s oldest brand and private label Health and Beauty Care companies, serving retailers in all 50 states and Canada. For over 112 years, the Vi-Jon name has come to represent some of the highest standards in the manufacturing of quality products in the Health and Beauty Care industry. The Vi-Jon corporate headquarters are in St. Louis, Missouri, and we operate manufacturing and distribution centers in Missouri and Tennessee 24 hours a day.

Vi-Jon is a company of tradition and commitment to our associates and our customers, and our company culture reflects that. By joining Vi-Jon, you will become part of a team-oriented and entrepreneurial culture that allows associates to grow both personally and professionally. We recognize that a company is not a building, production line, equipment or products, but people. Our company is not made up of just people, but individuals who together make up a team – the Vi-Jon team.

Job Description

As the Administrative Assistant, you will be responsible for coordinating information, preparing communications, screening phone calls, preparing reports, following-up with vendors regarding projects, and completing other administrative functions in support of the Executive Assistant.   You will also assist in preparation of expense reports, travel coordination, maintenance of Legal Department files, coordination of quarterly Board meetings, periodic leadership meetings and employee town hall meetings.  This position requires strong administrative skills.

The position includes frequent communication, both verbal and written, to a wide range of internal and external parties, including the company’s executive officers, board of directors and others.  This position involves management of multiple tasks with competing priorities and the ability to handle sensitive and confidential material with the highest levels of discretion.

This position will report directly to the Executive Assistant.  The position requires a high level of professionalism and discretion at all times, and will regularly support and interact with the company’s Executive Team.  Extended work hours may be required.

Qualifications

  • Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint and Teams, required
  • Flexible and adaptable to change in a fast paced environment
  • Self-starter
  • Handle multiple projects at once
  • Attention to detail and strong adherence to documented processes
  • Strong time and self-management skills
  • Ability to maintain high level of confidentiality
  • Commitment to providing and maintaining the highest level of service
  • Strong analytical and problem solving skills
  • Ability to prioritize assigned projects and emails
  • Strong professionalism
  • Outstanding organizational and follow-up skills
  • Excellent verbal communication skills

Experience:

2 years administrative experience

Education:

Bachelors’ degree and 2 years administrative experience or equivalent

Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint and Teams.

Prior experience as an administrative assistant supporting mid-to-upper management levels and the ability to independently accomplish advanced administrative skills with no assistance

Certifications:

Travel:  Limited

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment and processes such as computers, phones, photocopiers, filing cabinets, scanners, electronic filing and fax machines. Worker exposed to office and warehouse environment involving varying degrees of noise and temperature on occasion.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee may be required to exert 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, possibly up to 30 pounds.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Additional Information

An essential element of the Vi-Jon culture is our commitment to diversity. Vi-Jon is an Equal Opportunity/Affirmative Action Employer. We consider applicants, and make all employment decisions, without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status. We are committed to recruiting and retaining the best talent in the health and beauty care industry.